Cloud-Hosted Agenda and Meetings Management System
Overview
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SUMMARY
KEY REQUIREMENTS
CONTRACT DURATION
TIMELINE
RFP Issued: September 23rd, 2026
Questions Due: October 15th, 2026
Addendum / Responses Issued: October 22nd, 2026
Proposal Deadline: November 12th, 2026
Evaluation and Demonstrations: January 11th, 2027 – January 29th, 2027
Anticipated Award: February 2027
QUESTION DEADLINE
CONTACTS
Primary procurement contact — name, title, email, and phone
Additional decision-makers and their departments
Issuing Agency
City Of Broken Arrow
DESCRIPTION
The issuing organization seeks a vendor to provide a comprehensive cloud-hosted Agenda and Meetings Management System, including implementation, configuration, integration, historical data migration, training, hosting, maintenance, technical support, and related professional services. The solution should be integrated, configurable, accessible, secure, user-friendly, and capable of supporting internal agenda workflows, agenda and packet publication, staff reports, minutes, live meeting administration, electronic voting, video streaming and archiving, and transparent public access to meeting information.
The preferred system will be browser-based and responsive across common desktop and mobile devices. Required capabilities include agenda and document management; configurable submission, review, legal and budget review, approval, rejection, and revision workflows; live meeting and minutes functions; professional video production, streaming, and archiving; integrations; and migration of historical records through inventory, mapping, extraction, transformation, loading, validation, and reconciliation. The hosted environment should provide at least 99.9% production availability, excluding approved maintenance, with defined service-level remedies.
The vendor will be responsible for discovery, requirements confirmation, project management, role-based training, documentation, change management, ongoing maintenance, and support. Support should include standard business-hours coverage and 24/7/365 emergency assistance for live meetings, critical outages, security incidents, and other severity-one events. The contract period will be five years, and questions must be submitted by October 15, 2026.
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Frequently asked questions
- When is the submission deadline?
- Submissions are due November 12, 2026. Questions must be submitted by October 15, 2026.
- Who issued this RFP?
- It was issued by City Of Broken Arrow. The work is located in Broken Arrow, Oklahoma, United States.
- Who is a good fit for this opportunity?
- Experienced provider of cloud-hosted agenda and meetings management systems
- Demonstrated expertise in public-sector meeting workflows, records, agendas, minutes, and electronic voting
- Capable of delivering secure, scalable browser-based platforms with at least 99.9% availability
- Experienced in live meeting video production, streaming, archiving, and public access solutions
- Strong implementation, systems integration, historical data migration, training, and change-management capabilities
- Able to provide business-hours support and 24/7/365 emergency support for critical events
Analysis generated by Settle AI from the source RFP.
RFP Hunter shows what is open. Settle shows what is forming.
Settle pieces together buyer signals, budgets, contract activity, and the sources your team already monitors. See why an opportunity fits and what to do before the RFP posts.